Accounting and Administration Associate

3 days ago


Sharjah, Sharjah, United Arab Emirates Pearl Initiative Full time

Summary

The Accounting and Administration Associate will play a crucial role in supporting the financial, administrative, and operational functions that are essential to the organisations smooth operation and growth. This position will contribute to maintaining financial accuracy, ensuring compliance with accounting standards, and facilitating payroll, accounts management, and reconciliations. In addition to accounting duties, the Associate will support key administrative tasks across HR and IT, including employee onboarding, software management, and maintaining operational efficiency. The role is integral to enhancing internal processes, ensuring timely reporting, and fostering a culture of accountability and collaboration. The ideal candidate will be detail-oriented, highly organised, and adaptable, able to balance multiple tasks while providing essential support across various departments. The Associate will work closely with both the finance and operations teams to ensure the seamless functioning of critical processes, making this role key to the organisations operational stability and success.

Key Responsibilities

Accounting and finance

  • Process journal vouchers, payment vouchers, receipt vouchers, credit notes, and debit notes accurately.
  • Process monthly payroll, including calculations, deductions, and timely disbursements.
  • Maintain and record all accounting entries in compliance with IFRS standards.
  • Manage accounts receivables and payables, ensuring timely invoicing, collections, and payments.
  • Perform reconciliations for banks, creditors, and debtors to ensure up-to-date and accurate records.
  • Assist with monthly closing of general expenses and prepare corresponding reports.
  • Post and process journal entries to ensure accurate recording of all business transactions.
  • Assist in preparing balance sheets, income statements, and other financial reports in accordance with legal and company accounting standards.
  • Ensure accurate and immediate availability of financial data in databases.
  • Support the preparation of programme records, reconciliations, and end-of-grant reports.
  • Support with the annual PI audits and interim audits for specific programmes.
  • Support the preparation of annual budgets and cash flow projections.

Administration and IT support

  • Manage software renewals and subscriptions.
  • Oversee timesheet creation and management for employees.
  • Manage employee leave forms and requests, ensuring timely approvals.
  • Maintain Etisalat phone subscriptions and ensure they are up to date.
  • Oversee the maintenance of the PI website.

Human Resources support

  • Assist with job posting, resume collection, and shortlisting of candidates.
  • Communicate with candidates and facilitate interview coordination.
  • Assist with intern hiring coordination.
  • Set up new joiners, including IT and office setup.
  • Assist with visa applications, cancellations, ID applications, and contract creation based on SRTIP regulations.

Qualifications and experience

  • A bachelors degree in finance, Accounting, Business Administration, or a related field; a relevant certification (e.g., CPA, CMA, ACCA) is a plus.
  • Proven experience in accounting, financial management, payroll processing and operational support, ideally in a similar industry or environment.
  • Strong proficiency in financial software, data analytics, and advanced MS Excel; knowledge of IFRS for SMEs is preferred.
  • Demonstrated ability to prepare clear, concise financial reports.

Personal attributes

  • Detail-oriented and analytical thinker, focused on accuracy.
  • Proactive and highly organised, with the ability to anticipate needs, manage competing priorities, and meet deadlines.
  • Collaborative communicator who fosters strong relationships, encourages teamwork, and conveys ideas clearly and effectively.
  • Adaptable and resilient, maintaining composure and flexibility in dynamic environments and under pressure.
  • Guided by integrity and discretion, demonstrating unwavering ethical standards and a commitment to confidentiality.
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